These rules are issued for the purposes of clarification of the Bylaws, and to provide guidance in cases where the Bylaws are not specific. These rules do not supersede or replace the Bylaws. This issue supersedes all previously published policy statements.
The SHSC membership list is for the private use of members only and it is not to be distributed to outsiders for any reason.
Members may not use the club name for any activity or event without first obtaining approval from the Board of Trustees. The Spring Banquet, 4th of July Weekend, Summer BBQ Weekend and Golf Weekend have automatic approval.
Members will not be reimbursed for monies spent on food, gas, tolls or other personal expenditures while on club business or work weekends. The only exception is that the Lodge VP is granted free accommodation/food for five periodic lodge inspection trips during the regular ski season. At the Lodge VP's discretion, money may be spent and reimbursed for lunch food/beverage on work weekends at the Lodge.
Snowboarding has been approved by the Board of trustees as an alternate form of skiing, and an appropriate ski test has been implemented.
All announcements, verbal or written, regarding trips and events that are not sponsored by the club must include a disclaimer that the event is non-club sponsored.
The aim of the SHSC is to create a positive and fun environment for its members, where people are treated with dignity and respect. Every SHSC member is entitled to respectful treatment by fellow members
Any concerns, comments or questions, please address the Board of Trustees in writing so they can take appropriate action (per Article I.F1 in by-laws).
The Trip Captain is the ultimate authority on a scheduled Lodge trip. When the Captain is not present, or in an emergency, members should contact the following, in this order: Lodge VP, elected officer, board member, trip chairperson, active member.
Bedrooms are the only sleeping areas. Smoking, drinking or eating in bedrooms is strictly prohibited.
Smoking, pets or television sets are not permitted anywhere in the Lodge at any time including the woodshed. The penalty for smoking in the lodge is a one-year suspension.
Member’s children under 21 years of age are not permitted at the Lodge during regular ski weekends or at special club-sponsored events (this does not pertain to family members of the cook, who may bring her children at any time). This includes meal times. Member’s children under 21 years of age are permitted only on winter weekdays (excluding extended holiday weekends), family weekends and during the summer (excluding special events). On family weekends, those under 21 pay the active member rate.
The Lodge will accommodate 46 people, and no more than 46 may be booked into the Lodge at any time. Additional people may be invited for meals only if the Trip Captain has been notified in advance, but no more than 50 people may be booked for any meal.
When less than 21 people are booked on a trip, the new wing utilities are not to be activated. The doors to the new wing should remain closed to conserve heat and avoid overtaxing the old wing furnace. If necessary, all room assignments in the new wing will be transferred to the old wing by the Trip Captain.
The refrigerator in the rec. room is for beverages only. Of the two refrigerators in the kitchen, the one closest to the rec. room is for members' use (sandwiches, snacks etc), the other is strictly for the cook. Members must clean out their food and beverages when they leave.
At meal times, food is on a first come, first served basis, and members are reminded to stay out of the cook's work area.
The rec. room door leading to the woodpile is for wood access only. It is not to be used as an entryway to or from the parking lot, especially in winter.
After 10:00pm the door to the bedroom section is to be kept closed. Noise in the halls and bedrooms is to be kept to a minimum.
Bon fires are to be made using only the bon fire wood which is in the small section of the wood shed, and are only allowed on Saturday nights and New Year’s Eve and should not start until after dinner.
Trip sign-up is the responsibility of the designated Trip Captain or Assistant Trip Captain, and they are responsible for reading, understanding and following the procedure set out in the Trip Captain's manual.
The Trip Chairperson, appointed by the Lodge VP, is responsible for designating a Trip Captain for each scheduled weekend. The Trip Captain will select an Assistant Trip Captain (preferably not an Active member) to assist with arrangements. Selection of Trip Captains and Assistants is based upon the number of people requesting the role, best-qualified for the job, and those who need activities towards membership.
The Trip Captain will contact the cook by the Wednesday prior to the trip to advise her of the total count. A cook will only be provided if 25 or more are attending. If less than 25 are attending, and the services of the cook are desired, the Trip Captain may arrange for extra payment from each attendee to cover the cost. The cook is paid directly by the Lodge Treasurer. In the event that less than 25 sign-up and the cook is not used, refunds for the food portion of the trip cost will be made. It is the responsibility of the Trip Captain to prepare a refund list and submit it to the Lodge Treasurer for payment.
Sign-ups begin at 7:30 PM at the regular Tuesday meeting three weeks before a trip. A sign-up list will be posted by the Board of Trustee’s designee about 5:30 PM but no later than 6:30 PM and sign-ups will be completed on a first come, first served basis. A person may only put his/her name on the list, even if signing up others, and must be present when his/her name is called for room assignments (after 7:30) or that sign-up spot is forfeited.
All people signing up must pay their regular meeting door fees before their trip reservation will be honored, otherwise their trip reservation may be voided and monies returned.
Sign-up sheets will carry a disclaimer to protect the club against liability. If the trip is a bus trip, the Trip Chairman is responsible for ensuring that the SHSC is named on the company's insurance policy prior to the trip.
At the first sign-up night, anyone, whether a club member or prospective member (prospective members may sign themselves up), may only sign up one additional person who is not present. After the meeting adjourns, members and prospective members may sign up any number of additional people not in attendance, as long as all trip monies are paid in full. On family weekends, it is not required that children or spouses of members be present. On such weekends, members and prospective members may sign up themselves, a guest, and up to four children (under 21) who will accompany them. All children will pay the ACTIVE rate regardless of their parent’s status. If someone wants to sign up for a trip but can not make it to the general meeting, they may contact the trip captain after the first night of signups and inform them that they want to go on the trip. They would then need to make arrangements to get a check to the trip captain. The spot is not reserved until the check is received by the trip captain. Until payment is received by the trip captain, the reservation is tentative and anyone who hands the trip captain a check first will have priority and choice of space.
The Trip Captain and Assistant Trip Captain are the first to sign up for the trip. If both sign up an additional person, the first person on the priority sheet will be the 5th person to sign up for the weekend. There will be only 1 Trip Captain and 1 Assistant Trip Captain
Payment in full must accompany all signups. No space will be reserved for anyone who has not paid in full. All rooms are assigned on a first paid, first assigned basis. Typically, the two large rooms (zoos) on the ground floor of the old wing are reserved for males, and the three on the upper floor for females. A person may select any room. Mixed gender room assignments must be approved by all involved. The Trip Captain may change room assignments only if required in order to fill the Lodge.
If a trip is full, and an Active club member wishes to sign up, he/she may displace (bump) the lowest priority member or prospective member on the trip. This applies only to people who have not been "protected" by an Active member (see Item 12 following). Bumping is administered as follows:
Except for bus trips, where bumping is not allowed, Active members have priority in reserving Lodge space. In addition, any member who has paid for a number of consecutive days at the Lodge will not lose this space to someone who is paying for a fewer number of consecutive days. This applies to all trips including Christmas/New Years.
Up to 9:00 PM of the next club meeting after the day on which sign-ups began (i.e. the second day of signups for that weekend), an Active member (if the trip is full) may bump the lowest priority person on the trip. The Active member must pay for the space at the time of bumping, and the person bumped will receive a full refund. Room assignments will be coordinated by the Trip Captain.
Priorities are as follows:
Trip Captain and Assistant
Active
Associate
Provisional
Applicant
Prospective member (the last one to sign up is the first person to be bumped).
An Active member has the right to "protect" another person from being bumped based upon the following criteria:
An Active member may exercise this right no more than twice during the season. The right may be used to protect one prospective member on one occasion (any number of consecutive days) and again on another occasion. The Lodge VP maintains a record of the use of this privilege.
The Active member must pay for the entire period for which the prospective member is being protected. If the Active member cancels before the trip, the protection is removed.
Only protection is granted other rights remain the same and rates are based on status.
If the protection is not used on the trip in question, the right may be used again.
People who wish to drive up on a bus trip weekend must wait to the last meeting before the trip in order to sign up. They are required to pay the full bus trip rate for the weekend.
Other than people who have been bumped (see Section I 1) refunds are not paid to anyone who signs up for a trip and then is unable to attend. Such a person must solicit a replacement and, if the replacement would normally pay a higher lodge rate, then the replacement must pay the difference.
During non-winter months, all members wishing to use the Lodge must notify the Lodge VP in advance. Each is expected to pay for lodge days promptly upon their return. Prospective members, Applicant and Provisional members must be accompanied by an Active Member.
In non winter months, any group larger than seven people planning to use the Lodge must contact the Lodge VP a minimum of two weeks in advance of the planned trip.
During non-winter months, room assignments must be coordinated by those attending. Conflicts may be resolved by the Lodge VP. If less than 21 people are in attendance, only the old wing is to be used and new wing utilities must not be activated.
Any club member wishing to host an organized group at the Lodge must apply to the Board in writing for permission. Such groups must pay in advance. An Active member must be present at the Lodge. Such groups must leave rooms 2, 5 and 11 vacant for other club members who are not part of the group and wish to use the Lodge at the same time.
At times when the Lodge is in use by an organized group, there can be no restriction on the use of the facility. The Active member sponsor is responsible for ensuring that all attendees sign the trip disclaimer. If the cook's services are desired, the group must contract with her separately. The charges for the trip must cover all costs.
There are four classes of membership: Active, Provisional, Associate and Honorary. Refer to the SHSC Bylaws, Article 1, for a complete description of the membership classes and their rights and responsibilities.
The Membership Committee, which meets once monthly during the ski season (November - April), has final authority in deciding issues of membership status. Elevation from one level of membership to another is based upon demonstration of a sincere interest in the club and its activities. This is demonstrated by:
Participation in club sponsored trips
Attendance at club meetings and functions
Participation on committees, elective or appointed office
Concern for the rights and privileges of others
Concern for conserving the club's assets and resources; and,
Activities deemed by the membership as furthering the purpose of the club;
Examples of activity recognized by the Membership Committee are: work weekends at the Lodge, working the welcome tables at the door at general meetings, party organization and clean-up, sponsorship and management of club functions, Assistant Trip Captain.
All members and potential club members are responsible for completing legible activity reports and submitting them to the Membership Committee in order to be credited for work done.
Active members have priority for Lodge usage over all other classes of membership, except for Trip Captain and Assistant, and may use the Lodge at any time. This priority does not apply to bus trips. Active members are entitled to the lowest Lodge rates. Elevation to Active status requires passing a ski or snowboard test designated by the Board of trustees and administered by judges appointed by the President.
Provisional members have priority for Lodge usage over prospective members and applicants, and they may use the Lodge at any time provided an Active member is present. Priority does not apply to bus trips.
Associate members (one time Active members) shall have the same rights as Provisional members except as stated in the Bylaws. They may also use the Lodge at any time during any season without the requirement that an Active member be present.
Applicants for membership in the SHSC should be persons of good moral character who demonstrate both a sincere interest in the club and a desire to become an Active member. Applicants have priority for Lodge usage over prospective members (this does not apply on bus trips), and may use the Lodge at any time that an Active member is present.
Prospective members may submit a membership application after attending three club meetings- the form requires the endorsement of an Active member and payment of an application fee as established by the Board of trustees.
The minimum age for all prospective members of the SHSC is 21 years. Prospective members are expected to show respect for club members, other prospective members, club functions and property. Active or Associate members are responsible for the actions of the prospective members they sponsor.
Elevation from Applicant to Provisional is constrained by the membership limit specified in the Bylaws (currently 150) of Active and Provisional members. Provisional membership is a way station between Applicant status and Active membership. It is anticipated that a Provisional member will continue to work towards Active status. An Applicant is elevated to Provisional by the Membership Committee when the committee feels that satisfactory progress is being made in the areas outlined above. Pursuant to the Bylaws, the committee may only approve elevation to Provisional at its January, February, March and April meetings. No additional fees or dues are required for elevation from Applicant to Provisional.
Elevation from Provisional to Active is approved when the Membership Committee feels that satisfactory progress has been made in the areas outlined above. A Provisional member may be elevated at any meeting of the committee (from November to April). Upon elevation, Provisional members are required to pay a one-time Active Initiation Fee as established by the Board of Trustees. Active status is not effective until this fee is paid.
Provisional status automatically terminates on the second November 30th following acceptance as a Provisional member. At this time, the former Provisional must reapply for membership as an Applicant. Elevation from Provisional to Active is not constrained by limits in the Bylaws.
Elevation from Associate to Active is allowed when Associates indicate a desire to resume a more active role in the club. Written requests for reinstatement to Active must be submitted to the Membership Committee for consideration at its December meeting. Associates will be reinstated if they have shown considerable club activity in the past. The Committee may delay its decision if they feel that demonstration of a sincere desire to become an Active member is required before they will approve the elevation.
Change in status from Active to Associate is normally granted to members who request such a change because they are not in a position to continue their current activity with the club (e.g., had a child, moved away, or experienced an injury).
